BikeTales Booking Form

BikeTales Booking Form

Thanks for choosing BikeTales! Please complete this form so we can secure your exciting biking trip. One Form per Guest is required.
Guest Personal Details
Name

First NameLast Name
Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Email
example@example.com
Identity or Passport Number
Date of Birth

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
Gender
Nationality
Home Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Medical and Emergency Information
Do you have any Medical conditions we should be aware of?
If Yes, please describe.
Allergies (food, medication, environmental)
Dietary requirements
Next of Kin / Emergency Contact Info: Name, Relationship, Contact Number
Medical Aid Details: Provider, Policy, Member Number, Dependant Info, Preferred Doctor etc.
Please provide as much information as possible

Terms, Conditions and Indemnity
BIKETALES GRAVEL BIKE TOURS | INDEMNITY & TERMS AND CONDITIONS

1. Participation & Acknowledgement of Risk
I acknowledge that participation in a gravel cycling tour involves inherent risks, including but not limited to:
1. Physical exertion and fatigue
2. Accidents, falls, and collisions
3. Mechanical failure of equipment
4. Changing weather and environmental conditions
5. Encounters with wildlife and remote locations
6. I confirm that I voluntarily choose to participate in the Biketales Gravel Bike Tour and accept all associated risks.
2. Indemnity & Waiver of Liability
I hereby indemnify and hold harmless Biketales, its owners, guides, employees, agents, and affiliates from any and all claims, damages, injuries, losses, or liabilities arising from:
1. Personal injury or death
2. Loss or damage to personal property
3. Delays, route changes, or cancellations
4. Any incident occurring during or related to the tour
5. This applies whether caused by negligence or otherwise, to the fullest extent permitted by law.
3. Medical Fitness
I confirm that:
1. I am physically fit and capable of completing a multi-day gravel cycling tour
2. I have no medical conditions that would prevent my participation
3. I will inform Biketales of any relevant medical conditions prior to the tour
4. I understand that I am responsible for my own medical expenses and insurance.
4. Equipment Responsibility
1. I am responsible for ensuring my bicycle and gear are in good working condition
2. I accept responsibility for any damage, theft, or loss of my equipment
3. I will carry essential spares, hydration, and personal items as required
5. Compliance with Instructions
1. I agree to follow all instructions given by guides and support crew
2. I will adhere to safety protocols and route guidelines
3. Biketales reserves the right to remove any participant who acts recklessly or endangers others
6. Tour Changes & Force Majeure
Biketales reserves the right to:
1. Modify routes, accommodation, or itinerary due to weather, safety concerns, or unforeseen circumstances
2. Cancel or postpone tours due to events beyond their control (force majeure), including natural disasters, political instability, or pandemics
3. No liability shall be accepted for such changes.
7. Bookings & Payments
A non-refundable deposit of 50% is required to secure your booking. Bookings are only confirmed once payment is received.

Full payment must be settled 45 days prior to the tour start date.

8. Cancellation Policy
Cancellations are possible but will be done in accoradance with the below policies:
1. Cancellations must be in writing via email and are effective from the date of receipt.
2. Cancellations recieved in writing 90+ days before the tour: 25% of Tour Fee is Charged
3. Cancellations recieved in writing 60 - 90 days before the tour: 50% of Tour Fee is Charged
4. Cancellations recieved in writing less than 60 days before the tour: 100% of Tour Fee is Charged
5. No refunds will be issued for no-shows or early departure from the tour
6. Guest Substitutions are allowed at the discretion of BikeTales.
9. Insurance
Participants are strongly advised to obtain comprehensive travel and medical insurance. Insurance should cover cycling activities, evacuation, and personal belongings.

10. Photography & Media
Biketales reserves the right to use photographs and video footage taken during the tour for marketing and promotional purposes. Participants who do not wish to appear in media must notify Biketales in writing prior to the tour.

11. Personal Conduct
Participants are expected to behave respectfully towards fellow riders, guides, and local communities. Any illegal or inappropriate behaviour may result in removal from the tour without refund.

12. Limitation of Liability
To the maximum extent permitted by law, Biketales shall not be liable for:
1. Indirect or consequential loss
2. Loss of income or enjoyment
3. Any circumstances beyond its reasonable control
13. Acceptance of Terms
By booking and/or participating in a Biketales Gravel Bike Tour, I confirm that:
1. I have read and understood these terms and conditions
2. I agree to be bound by them
3. I accept the risks involved in participation
Guest Signature
Should be Empty:

BikeTales Booking Form

Guest Personal Details

Travel and Tour Information

Medical and Emergency Information

Terms, Conditions and Indemnity